Privacy policy
YCONIC TRAVEL STUDIO, LDA (referred below as YCONIC), headquartered at Rua Carlos Calisto, Nº 2, Torres do Restelo, Lisboa, NIPC 517 425 840, is a company dedicated to the sale and marketing of travel and tourism services in Portugal, and is the owner of the domain yconictravel.com, where its WEBSITE is hosted.
YCONIC is committed to protecting the privacy and personal data of its customers, and has therefore developed and adopted this policy and the practices described herein. This privacy policy explains how your personal data is collected and treated, so we advise you to read it to know the conditions of how your personal data is collected and used.
1. WHAT IS THIS POLICY ABOUT?
1.1 This Privacy Policy explains how we collect and treat personal data that is necessary for the provision of services that are available through YCONIC.
1.2 Examples of such services are hotel reservations and tours/activities in Portugal.
1.3 We aim to provide such services in an expedient and hassle-free manner and describe the practices adopted to that end.
2. WHAT IS PERSONAL DATA?
2.1 Personal data is any information relating to or making identifiable a person, regardless of the nature and medium of the information, including sound and image of the person.
2.2 Examples of personal data we collect are: name, telephone number, email address.
2.3 By identifiable we mean a person who can be identified, directly or indirectly, in particular by reference to an identification number or to other specific elements of his or her physical, physiological, mental, economic, cultural or social identity.
3. HOW WILL WE USE YOUR PERSONAL DATA?
3.1. YCONIC will use the personal data you provide to us for the following purposes:
▪ Bookings of Travel Services, i.e. transfers, trains, tours;
▪ Accommodation Bookings;
▪ Visa Requests;
▪ Car Rental Bookings;
▪ Cruise Bookings;
▪ Check-ins;
▪ To review and respond to your messages, customer support and inquiries;
▪ To review and follow up on your application process to work with YCONIC;
▪ So that we can send you newsletters or other publications that you have requested and/or that may be of interest to you;
▪ For the operations and management of your reservations;
▪ For the operations and management of our WEBSITE;
▪ For keeping a record of your contact details;
▪ For business purposes, such as data analysis, audits;
▪ For fraud prevention;
▪ For the adaptation, improvement and modification of services, in particular by identifying usage trends, or, to determine the effectiveness of promotional campaigns;
▪ For the expansion of YCONIC’s business activities.
3.2 These personal data processing operations are an essential tool for your satisfaction and for YCONIC's activity and are carried out in accordance with applicable legislation and according to best practices.
3.3 Your personal data will not be reused for other purposes that are previously identified or that have no relation with those purposes for which they were initially collected.
4. WHAT ARE THE GROUNDS FOR PROCESSING THE PERSONAL DATA WE COLLECT?
4.1. The personal data that YCONIC processes has specific grounds depending on the purposes for which they are intended.
4.2 In the following list you can see which are the grounds according to the purposes identified above:
PURPOSE / BASIS
▪ In order for us to be able to book services. / Consent for that specific purpose.
▪ To be able to manage the booked services. / Consent for that specific purpose.
▪ To be able to send requested quotes. / Consent for that specific purpose.
▪ So that we can request identification data. / Consent for that specific purpose.
▪ To be able to request billing data / Consent for that specific purpose.
To be able to send newsletters or other publications that you have requested and/or that may be of interest to you. / Consent for that specific purpose.
▪ For the operations and management of the WEBSITE. / Consent for that specific purpose; Legitimate interests pursued by YCONIC.
▪ To keep a record of your contact details. / Consent for that specific purpose.
▪ For business purposes, such as data analysis, audits / Consent for that specific purpose; Legitimate interests pursued by YCONIC.
▪ For fraud prevention; / Legitimate interests pursued by YCONIC.
▪ For the adaptation, improvement and modification of the services, in particular by identifying usage trends, or, to determine the effectiveness of promotional campaigns. / Consent for that specific purpose; Legitimate interests pursued by YCONIC.
▪ For the expansion of YCONIC's business activities. / Legitimate interests pursued by YCONIC.
5. WHAT PERSONAL DATA DO WE COLLECT?
5.1. The personal data that YCONIC collects and processes are only those that are necessary and appropriate for the purposes stated above.
5.2. YCONIC will collect and process the following personal data:
PURPOSE / DATA
▪ Airline Ticket Bookings: Full Name, Date of Birth, Identification Card Number (Citizen Card or Passport), Date of Issue and Expiration Date of respective document, place of Issue, Mobile Phone, email, Frequent Flyer Number;
▪ Train Reservations: Full Name, Date of Birth, Identification Document Number (Citizen Card or Passport), Date of Issue and Expiration of the respective Document, place of Issue, Mobile Phone.
▪ Accommodation booking: Full name, Date of birth, Identification document number (Citizen Card or Passport).
▪ Visa Application and processing: Full Name, Date of Birth, Identification Card Number (Citizen's Card and/or Passport), Date of Issue and Expiration of respective document, place of Issue, Mobile Phone, Mail, Affiliation, full residential address, full address of place of work, profession, full address and contact for accommodation abroad and others that may be requested specifically according to the requirements of the countries concerned, i.e. photograph.
▪ Invoicing: Name, full address, tax identification number.
▪ To review and follow up on your application process to work with YCONIC: Full Name, Date of Birth, ID Number, Date of Issue and Expiration of Respective Document, Place of Issue, Mobile Phone, Mail, Residence Address, Work Experience, Curricular Experience.
So that we can send you newsletters or other publications that you have requested and/or that may be of interest to you: Phone and Mail.
For WEBSITE operations and management: Phone and Mail.
▪ To keep track of your contact details: Phone and Mail.
▪ For business purposes, such as data analysis, audits: Phone and Mail.
▪ For fraud prevention: Phone and Mail.
For adapting, improving and modifying services, for example by identifying usage trends, or to determine the effectiveness of promotional campaigns: Phone and Mail.
▪ For the expansion of YCONIC's business activities: Phone and Mail.
6. HOW DO WE COLLECT YOUR PERSONAL DATA?
6.1 We will collect your personal data through the forms on the WEBSITE, but also through the communication it makes with your equipment and the e-mail messages you send us.
6.2 Your personal data is collected through your equipment as follows:
▪ Through your newsletter subscription;
▪ Through your browser;
▪ Through cookies;
▪ Through pixel tags and other similar technologies;
▪ IP address;
▪ Through your User data;
▪ Through the data you send us by phone, SMS and email;
6.3 YCONIC undertakes to treat your data in accordance with the law and in a legitimate way.
6.4 YCONIC will not sell, rent or share your personal data with third parties, except in cases clearly identified in this Privacy Policy (see Point 11 to understand how).
6.5. YCONIC's services are not directed to minors, and no personal data of minors will be intentionally processed.
7. WHAT ARE COOKIES?
7.1 Cookies are small information files that help identify your browser and can store information, for example, settings and user preferences.
7.2 YCONIC will store cookies on your equipment to personalize and facilitate browsing as much as possible, but also, for troubleshooting, statistics, quality assurance, and to monitor system security.
7.3 With the exception of cookies specifically necessary for the performance of the website, the storage of other cookies will always depend on the User's acceptance and consent, and this consent can be withdrawn at any time through specific browser tools.
7.4 To find out more about the cookies we use, please see our Cookie Policy.
8. WHAT ARE PIXEL TAGS AND OTHER SIMILAR TECHNOLOGIES?
8.1. Pixel tags (also known as web beacons and clear GIFs) may be used in connection with some Services to, for example, track the actions of Service users (including email recipients), measure the success of our marketing campaigns, and compile statistics about Service usage and response rates.
8.2 To learn more about pixel tags and other similar technologies we use, please see our Cookie Policy.
9. HOW DO WE PROTECT YOUR PERSONAL DATA?
9.1 Your personal data is kept secure by adopting various technical and organisational security measures (only employees and processes that must access the data according to the rules created for this purpose have access to the data) that allow us to protect personal data against disclosure, loss, misuse, alteration, unauthorised processing or access
9.2 To protect your personal data we only use data center providers who provide us with adequate and documented security measures, in particular, guarantees that your personal data is stored on servers that are maintained in controlled environments with limited access.
9.3 Similarly, when you browse the WEBSITE, we protect your data with encryption, such as Transport Layer Security (TLS, is a security protocol that protects internet telecommunications) and your password is stored using a one-way hash, meaning that it cannot be retrieved (or disclosed) by anyone, including YCONIC, and can only be reset.
9.4 While we take the care and precautions, we deem appropriate to protect the personal data you provide to us and we collect, you should be aware that no security system is impenetrable.
9.5 Therefore, you should take certain precautions, such as, for example, you should keep your password secret and not disclose it to any other person; If you believe that your password has been misused, you should notify us immediately; you should also take care to log in and log out each time you close your browser.
10. HOW LONG DO WE KEEP YOUR PERSONAL DATA?
10. 1. Your personal data will be kept for as long as necessary for the purposes for which they are intended, as listed in this Privacy Policy. Thus:
▪ For booking Travel services: 3 years.
▪ For Invoicing: 10 years.
▪ To review and respond to your messages, customer support and information requests: 2 years.
▪ To review and follow up on your application process to work with YCONIC: 1 year.
▪ To be able to send you newsletters or other publications that you requested and/or that may be of interest to you: 2 years.
▪ For the operations and management of the WEBSITE: 2 years.
▪ For keeping a record of your contact details: 5 years.
▪ For business purposes, such as data analysis, audits: 5 years.
▪ For fraud prevention: 2 years.
▪ For the adaptation, improvement and modification of services, in particular by identifying usage trends, or, to determine the effectiveness of promotional campaigns: 2 years.
For the expansion of YCONIC's commercial activities: 5 years.
10.2 If the law provides for a specific or mandatory period, the data will be kept for that period. In all other cases, the personal data will be kept at most for the times indicated above, periods that YCONIC understands as sufficient to fulfil the purposes.
10.3 At the end of the conservation period, all personal data collected will be deleted.
11. HOW CAN YOU EXERCISE YOUR RIGHTS?
11.1 Before we explain how you can exercise your rights; you should know what they are. Thus, the law gives you the right to request from us, as the controller, (a) access to personal data concerning you, and their (b) rectification or (c) erasure, and (d) restriction of processing in respect of you, or the right to (e) object to processing, as well as the right to (f) data portability. You also have the right to lodge a complaint with a supervisory authority (Comissão Nacional de Proteção de Dados - www.cnpd.pt).
11.2 What each of these rights means:
▪ Access: the right to obtain confirmation as to whether or not personal data concerning you are being processed and, if so, the right to access your personal data;
▪ Rectification: the right to obtain the rectification of inaccurate personal data concerning him/her and to have incomplete personal data completed;
▪ Deletion: the right to obtain the deletion of your personal data where one of the grounds listed in the legislation applies;
▪ Limitation of processing: the right to obtain the limitation of processing if one of the situations listed in the legislation applies;
▪ Opposition: the right to object at any time to the processing of personal data concerning you;
▪ Portability: the right to receive the personal data concerning him/her in a structured, commonly used and machine-readable format.
11.3 You also have the right to lodge a complaint with a supervisory authority (National Data Protection Commission at www.cnpd.pt).
11.4 To exercise the above rights you should contact YCONIC through the following email info@yconictravel.com.
11.5 If you request the elimination of some or all of your personal data, some of the services requested may not be provided to you, and YCONIC will keep the personal data necessary for the fulfilment of its legal obligations.
12. WHEN DO WE COMMUNICATE DATA TO THIRD PARTIES?
12.1 YCONIC may use third parties to provide certain services, such as maintenance, technical support, marketing, invoicing or payment management, and these may have access to some of your personal data, namely, the data necessary for the contracted purposes.
12.2 YCONIC ensures that the entities that have access to the data are credible and offer high guarantees of protection, never being transmitted beyond what is necessary to provide the contracted service, remaining, however, YCONIC responsible for the personal data provided.
12.3 YCONIC may also communicate your data to companies of its corporate group with whom YCONIC has commercial partnerships for the creation and offer of benefits, or other partners outside its corporate group. However, we will only share such data with your prior permission.
12.4 YCONIC may also transmit data to third parties in the scope of investigations, inquiries and judicial and/or administrative processes or of a similar nature, as long as this is duly ordered by a court order.
13. THIRD PARTY WEBSITES
13.1 The WEBSITE may contain links to other websites which may collect and process your personal data, and this processing is the exclusive responsibility of the owners of these websites, and YCONIC has no responsibility for their policies and/or practices.
13.2 Examples of these third parties are Instagram, through the buttons that are present on the WEBSITE.
14. TRANSFERS OF DATA OUTSIDE THE EUROPEAN UNION
14.1 In the event of data transfers to third countries outside the European Union, YCONIC will comply with the law, namely with regard to the suitability of the destination country with regard to the protection of personal data and the requirements that are applicable to these transfers. Personal data will not be transferred to jurisdictions that do not offer guarantees of security and protection.
15. MINORS
15.1. The WEBSITE is not directed to minors under 18 years of age, so we request that these minors do not provide us with personal data through the WEBSITE, application, social networks and social media or emails.
16. SENSITIVE PERSONAL DATA
16.1. YCONIC appreciates that you do not send and do not make known to us any sensitive personal data, i.e. information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic information, biometric information, data concerning health or data concerning a natural person's sex life or sexual orientation.
16.2. Such personal data will be deleted immediately.
17. CHANGES TO THE PRIVACY POLICY
17.1. YCONIC reserves the right to adjust or change this Privacy Policy, at any time, and these changes will be publicized.
18. OUR CONTACT DETAILS
18.1 If you have any questions or concerns regarding this Privacy Policy, please contact us in writing at info@yconictravel.com.
19. LAST VERSION
19.1. 27 April 2023, Lisbon, Portugal.